Retail purchasing uses retail products and variants, their units and stock locations. It is separate from kitchen ingredient purchasing.
Before you start
What is this screen for?
It prepares supplier purchases, records delivered goods and tracks label printing. A supplier item is not a purchase order, and an order is not a receipt.
Prepare products or variants, barcodes, packaging, suppliers and stock locations. The item must allow purchasing. Check employee permissions and the Commerce settings received from PosAdmin.
In Supplier items, choose a supplier and link the products they sell to you. Set units, conversions, prices and terms. Saving this record does not change stock.
To order before delivery, create an order, check quantities, obtain approval and mark it sent. Stock has not changed yet.
When goods arrive, open that order and receive against it. If there is no order, use Free receipt from Supplier items. Do not use both for the same delivery.
Count and inspect goods, then validate receipt. This validation records stock movements. Review Receipts afterwards; printing is tracked under Labels.
If a tab or button is missing, check Commerce configuration and permissions. A label printer issue does not mean purchasing is forbidden.
Supplier items
Purpose: record a product’s purchasing terms with a supplier.
Select the supplier at the top. This list concerns that supplier, not the whole store catalogue. An empty list means no supplier items are displayed on this page.
Add a supplier item: search by part of its name or internal reference, then select the product or variant. If purchasing is disabled, Allow purchases requires the appropriate permission; it does not add stock.
Select existing packaging if applicable, then the purchase unit. Check conversion to the stock unit. Buying one carton of 12 bottles must represent 12 bottles, not one. For decimal units, follow the equivalence shown below the unit.
Supplier reference and barcode are optional. They describe the supplier’s codes and do not replace sales barcodes. A carton code may differ from a bottle code.
Enter the price in the displayed currency and the quantity covered by that price; specify tax inclusion and percentage. Example: 36 for 1 carton, not 36 per bottle when the supplier quotes cartons.
Minimum is the smallest order quantity. Multiple imposes steps such as 6, 12… Lead time is indicative days. Preferred selects this offer for the product and packaging, replacing the previous matching preference.
Save and check the resulting row. Editing terms affects future purchases; validated documents keep their recorded information.
The three buttons differ: Add item prepares terms; New order prepares a purchase request; Free receipt records delivery without a prior order.
In New order and Free receipt, use Add items: search covers purchasable items for this supplier independently of the previous page. Search by part of the name, SKU or supplier codes. Next page shows more results. If empty, create a supplier item and check its activation.